FAQ & Troubleshooting

This comprehensive FAQ covers the most common questions about SmoothHiring — from account setup and job posting to candidate management, assessments, billing, and troubleshooting. If you cannot find your answer here, reach out to our support team at admin@smoothhiring.com.

Account & Getting Started
Job Posting & Management
Candidates & Applications
Assessments & Scoring
Email & Communication
Team & Collaboration
Interviews
Billing & Subscription
Integrations & Connected Apps
Troubleshooting Common Issues

Account & Getting Started

How do I create a SmoothHiring account?

Visit the SmoothHiring registration page and sign up using your email and password, or use one of the social login options (Google, LinkedIn, Outlook, or Indeed). After registration, verify your email address to activate your account. See Getting Started for the full walkthrough.

Is it free to create an account?

Yes, creating an account is free. You are not charged until you post your first job.

How do I reset my password?

On the login page, click "Forgot Password?" and enter your email address. You will receive a password reset link. Follow the instructions in the email to set a new password.

Can I change my email address?

Yes. Go to Settings > Account Settings and update your email address. You may need to verify the new email before the change takes effect.

How do I set up my company profile?

After logging in, navigate to Settings > Account Settings. Fill in your company name, logo, address, industry, and other relevant details. A complete company profile helps with branding on your careers page and job postings. See Account Settings for details.

What user roles are available?

SmoothHiring offers five roles: Owner (one per account), Administrator, Recruiter, Hiring Manager, and Observer. Each role has different levels of access. See Access Levels for a detailed breakdown.

How do I add team members to my account?

Go to Settings > Access Levels and click Add New User. Enter the person's name, email, and assign them a role. They will receive an invitation email to join your account. See Access Levels.

Job Posting & Management

How do I create a new job posting?

Click Create New Job from the dashboard or jobs page. You can create a regular job from scratch, copy an existing job, use a template, or repost an expired position. Follow the multi-step wizard to configure the job details, prescreening questions, and payment. See Job Posting.

Does SmoothHiring charge per person I hire?

No — SmoothHiring charges per job posted, per 30-day period. When you post a job, you can hire as many people as you want who apply to that position.

Can I edit a job after posting?

Yes. Navigate to your jobs list, click on the job, and edit the details. Some changes may take effect immediately, while others (like job board distribution) may take a short time to propagate.

How do I close or expire a job?

From the jobs list, select the job and choose the option to expire or close it. Expired jobs stop accepting new applications but retain all existing applicant data.

I have my own job description — how do I use it?

When creating a job, proceed through the wizard to the Preview page. Click "I want to edit this job description" and paste your own description into the text editor.

What job boards does SmoothHiring post to?

SmoothHiring distributes your jobs to major job boards including Indeed, ZipRecruiter, Glassdoor, and others depending on your plan. See Job Boards & Distribution for the full list.

Can I create job templates?

Yes. When creating a new job, select Create a Template Job. This saves your job configuration as a reusable template. See Job Templates & Copy Jobs.

Candidates & Applications

How are candidates ranked?

Candidates receive a Fit score based on their survey results and prescreening question answers. There are four levels:

Strong Fit — Meets or exceeds at least 18/20 traits (including all 5 Critical Traits) and all minimum requirements.
Fit — Meets or exceeds at least 14/20 traits (including at least 3 Critical Traits) and all minimum requirements.
Weak Fit — Does not meet the 14/20 trait or 3 Critical Trait thresholds, or misses minimum requirements.
Distortion — Survey results are inconclusive due to inconsistent or potentially dishonest answers. The candidate may retake the survey once.

What do I receive for each applicant?

For every candidate who completes their application, you receive their Hiring Guide which includes:

Their Fingerprint based on survey results.
Their resume.
Customized interview questions based on their lowest scores.

How do I view a candidate's profile?

From the applicant list, click on the candidate's name. This opens their full profile with all assessment data, resume, interview kit, and more. See Managing Candidates.

Can I add candidates manually?

Yes. From the applicant list, click Add Applicant and fill in the candidate's information. This is useful for candidates who applied through other channels. See Managing Candidates.

How do I rate candidates?

Use the star rating system (1–5 stars) available on each candidate's row in the applicant list or their profile. See Applicant Ratings & Bookmarks.

How do I move a candidate to a different job?

Use the Port to Job feature from the candidate's profile. This creates a new profile for the candidate under the target job, with its own assessment. See Port to Job.

Can I export applicant data?

Yes. From the applicant list footer, click More > Export as CSV to download candidate data. See Export & Download Applicants.

How do I reject candidates?

From the applicant list, select candidates and use the reject action. You can send optional rejection emails. See Managing Candidates.

Assessments & Scoring

What is a Job Fingerprint?

A Job Fingerprint is a profile of the ideal candidate for a specific role, based on behavioral traits and competencies. SmoothHiring compares each candidate against this fingerprint to produce Fit scores. See Predictive Analytics & Fit Score.

How does the resume score work?

SmoothHiring analyzes each candidate's resume against the job requirements and produces a Resume Score percentage. Higher scores indicate better alignment. See Resume Screening.

Can I customize assessments?

Yes. You can configure prescreening questions, behavioral assessments, and custom scorecards for each job. See Assessments Overview.

What if a candidate receives a "Distortion" result?

A Distortion result means the candidate's survey responses were inconsistent or potentially dishonest. The candidate has the opportunity to retake the survey once. If Distortion persists, treat the results with caution.

Email & Communication

How do I email a candidate from SmoothHiring?

Open the candidate's profile and click the Email action. This opens a rich text email composer where you can write and send emails. See Email Candidates.

Can I send emails from my own email address?

Yes, if you connect your Gmail or Outlook account via Settings > Connected Apps. Otherwise, emails are sent from the default do-not-reply@smoothhiring.com address. See Connected Apps.

Where can I view email history for a candidate?

All emails sent through SmoothHiring are logged in the candidate's Applicant Inbox tab within their profile.

Can I use email templates?

Yes. SmoothHiring supports email templates for common scenarios. Configure them in Settings > Email Templates. See Email Templates.

Team & Collaboration

From the candidate's profile, click Share to open the sharing dialog. Select team members, toggle email notifications, and click Add. See Share Candidates with Team.

Where do shared candidates appear?

Shared candidates appear in the assignee's Review Queue (Applicants to Review), accessible from the sidebar navigation.

How do I add comments to a candidate?

Open the candidate's profile and scroll to the Comments section. Type your comment and click Add Comment. You can also @mention team members. See Applicant Notes & Comments.

Can I @mention team members in comments?

Yes. Type @ followed by the team member's name, select from the dropdown, and they will be notified.

Interviews

How do I schedule an interview?

From the candidate's profile or the Interviews section, create a new interview and set the date, time, attendees, and format. SmoothHiring supports video, phone, and in-person interviews. See Scheduling Interviews.

Does SmoothHiring integrate with my calendar?

Yes. Connect your Google or Outlook calendar via Connected Apps to sync interview schedules. See Connected Apps.

Can I conduct video interviews in SmoothHiring?

SmoothHiring integrates with Zoom and Google Meet for video interviews. See Video Interviews.

Billing & Subscription

How does pricing work?

SmoothHiring charges per job posted. Pricing varies by plan. Visit Settings > Billing or the Subscription Plans page for current pricing details.

How do I upgrade or change my plan?

Go to Settings > Billing and select the plan you want to switch to. Changes take effect immediately or at the next billing cycle.

Can I cancel my subscription?

Yes. Navigate to Settings > Billing and follow the cancellation process. You will retain access until the end of your current billing period.

How do I update my payment method?

Go to Settings > Billing and update your credit card or payment information.

Integrations & Connected Apps

What integrations does SmoothHiring support?

SmoothHiring integrates with Gmail, Outlook, Google Calendar, Outlook Calendar, Zoom, Google Meet, and various job boards. See Connected Apps.

How do I connect Gmail or Outlook?

Navigate to Settings > Connected Apps and click Connect next to Gmail or Outlook. Follow the authentication prompts to grant access.

Troubleshooting Common Issues

I cannot log in to my account.

Verify you are using the correct email and password.
Try the Forgot Password link to reset your password.
Clear your browser cache and cookies, then try again.
Ensure you are using a supported browser (Chrome, Firefox, Edge, Safari).
If you signed up with a social login (Google, LinkedIn), use the same social login button.

My account is locked.

After multiple failed login attempts, your account may be temporarily locked. Wait 15–30 minutes and try again, or use the password reset feature.

Email Not Sending

Emails are not being delivered to candidates.

Check that the candidate's email address is correct and properly formatted.
If using a connected Gmail/Outlook account, verify the connection is still active in Settings > Connected Apps.
Check your email provider for any sending limits you may have reached.
Try sending from the default SmoothHiring address to rule out a provider issue.

Candidates say they are not receiving my emails.

Ask candidates to check their spam/junk folder.
Emails from do-not-reply@smoothhiring.com may be filtered by some email providers.
Using a connected personal email (Gmail/Outlook) generally has better deliverability.

Assessments Not Appearing

Candidate has not received their assessment.

Verify the candidate's email address is correct.
Check if the assessment invitation was sent (look in the candidate's profile).
Resend the assessment invitation from the candidate's profile.
Ask the candidate to check their spam folder.

Assessment results are not showing.

The candidate may not have completed the assessment yet. Check the completion status.
Results may take a few minutes to process after completion.
Try refreshing the page.

Job Posting Issues

My job is not appearing on job boards.

Job board distribution can take 24–48 hours after posting.
Verify your job has been fully published (not in draft status).
Check that your payment for the job posting has been processed.
Some job boards have content guidelines — ensure your posting meets their requirements.

I cannot edit my job posting.

Ensure you have the correct Access Level to edit jobs.
Some fields may be locked after a job is published. Contact support for assistance.

Application Issues

Candidates are unable to apply.

Check that the job is active and not expired.
Verify the application link is working.
Clear any browser issues by testing the link yourself in an incognito window.

Applications are showing as incomplete.

Candidates may have started but not finished the application. View Incomplete Applicants for a list.
The candidate may have experienced a browser issue. They can resume their application using the same link.

Browser & Performance

The platform is loading slowly.

Clear your browser cache and cookies.
Try a different browser or incognito/private mode.
Disable browser extensions that might interfere.
Check your internet connection.

Features are not displaying correctly.

Ensure you are using a supported, up-to-date browser.
Clear cache and hard-refresh the page (Ctrl+Shift+R or Cmd+Shift+R).
Try a different browser to rule out browser-specific issues.

Data & Export

My CSV export is empty.

Ensure there are applicants for the selected job.
Check if any filters are applied that might be excluding all candidates.
Try removing all filters and exporting again.

Export file has missing data.

Some fields may be empty if candidates did not provide that information.
The export includes only completed applications by default.

General Tips

Always try refreshing the page before reporting an issue.
Clear cache and cookies — this resolves many display and session issues.
Use a supported browser — Chrome, Firefox, Edge, or Safari (latest versions).
Check your internet connection — many issues are connectivity-related.
Contact support — if none of the above resolves your issue, email admin@smoothhiring.com with a description of the problem, screenshots, and your browser information.

Still Need Help?

If your question is not answered above:

Email Support: admin@smoothhiring.com
In-App FAQ: Click the FAQ button in the SmoothHiring sidebar to access the built-in FAQ.
Help Center: Browse our complete Help Center for detailed guides on every feature.

We are here to help you hire smarter and faster.

SmoothHiring